Administrative Assistant

MillTown Property Group (MTPG)

Office located in Kitchener, Ontario | Hybrid | 20-30 Hours Per Week | $27.50 Per Hour

MillTown Property Group is growing — and we’re looking for an Administrative & Operations Coordinator who thrives in fast-moving environments and understands that momentum matters.

We’re a high-performance real estate team serving Southwestern Ontario. Our culture is built on integrity, ownership, and no bad deals. This role is not about busy work. It’s about protecting the team’s execution speed and making sure nothing slips through the cracks when listings go live.

If you love checklists, deadlines, marketing assets, and making chaos look organized — you’ll love this.

Role Description

The MTPG Admin ensures listings, purchases, marketing assets, and internal systems move quickly, accurately, and consistently.

This is a 20-hour-per-week hybrid role with clearly defined priority systems, BUT very flexible work blocks.

Core Principle (Non-Negotiable):

• If a listing or purchase is live, everything else can wait.
• Urgency beats importance. Dead deals beat perfect SOPs.

What You’ll Be Responsible For...

Listings & Marketing (Primary Focus): Create “Just Listed/Sold” graphics, feature sheets, brochures, open house materials, and full listing packages (MLS sheets, neighborhood reports, marketing assets). Post across all platforms, manage price updates and promotions, update Linktree, and systematically collect Google & RankMyAgent reviews.

Purchases & Leases: Create “Just Purchased” graphics, handle social posting, and manage review collection.

Reporting & Admin: Track revenue, expenses, transactions, team volume, and live inventory.

Social Media & Content: Edit captioned videos, schedule and publish content across platforms.

Systems & Operations: Maintain SOPs (Notion), improve CRM workflows (Follow Up Boss), and optimize internal processes.

Tools You'll Use:

• Notion
• Metricool
• Instagram / TikTok / YouTube / Meta / LinkedIn / Google Business
• Follow Up Boss
• ChatGPT
• Google Suite (Drive, Sheets, Docs, Gmail)
• Linktree
• ITSO / PropTx (Real Estate Specific)
• JotForm

*Comfort with SaaS tools and the ability to learn new platforms quickly is essential.

Weekly Workflow:

Every work block follows this order:

• Are there any listing tasks? Do those first.
• Are there purchase tasks? Complete those next.
• Any videos to batch edit/post?
• Any urgent reports?
• Only then — SOPs and long-term projects.

What Success Looks Like:

• Listings never stall because of admin gaps
• Agents receive complete, ready-to-use marketing packages
• Social posts go live on time
• Reviews are collected consistently
• Operations improve without slowing deals

Who This Role Is Perfect For...

• Highly organized and structured
• Comfortable with deadlines and shifting priorities
• Confident working independently
• Tech-savvy and systems-oriented
• Understands that execution speed wins

If you’re someone who takes pride in being the operational backbone of a high-performance team — we’d love to meet you.

To apply, send your resume and a short message explaining why you’re the right fit for a fast-moving real estate operations role.